Position Overview & Specifications

The FoNS Administrative Assistant is a key role at the hear of our Faculty Office team. The role has a wide and varied set of responsibilities, keeping everything running smoothly and acting as a contact point across the wider university community.

Duties and responsibilities

The roles varied responsibilities include arranging events, supporting Faculty committees, and a range of office management and general administrative tasks to support colleagues. The role assists and directly reports to the Executive Assistant to the Dean, Vice-Deans and Faculty Operating Officer (FOO), and works closely with colleagues across the Faculty and the whole College.

Key responsibilities include,

To arrange, plan and deliver a wide range of Faculty events across the academic calendar. For example, this can include (but is not limited to) prestigious annual lectures, prize-giving events, research showcases, research seminars, Faculty social events, and away days.
To ensure the smooth running of the office e.g. raising purchase orders, processing expenses, room bookings, stationery orders, catering arrangements, ensuring key information is in place either in SharePoint or Microsoft Teams for easy access by the Faculty Team etc.
As a Faculty Control Buyer for the Faculty Office, closing and topping up Purchase Orders.
To support new starters and leavers, ensuring that the proper processes are followed.
To book travel, including flights, rail travel and accommodation and process expenses when necessary and in line with College policy.
To schedule, organise and support meetings, liaising with relevant internal and external contacts.
To act as Secretary to committees, boards and steering groups, as requested. For example: the Faculty Equality, Diversity Inclusion Committee, the Agilent and Imperial Joint Steering Committee.

Essential requirements

The successful candidate will be able to demonstrate:

Excellent interpersonal skills and a high level of drive to contribute to a team environment.
Experience of arranging events.
Experience of diary management at Director level or equivalent.
Experience in dealing with a variety of professionals and staff at all levels.
Experience servicing committees including minute taking.
Problem-solving skills, resourcefulness, proven ability to use initiative to resolve difficulties and learn new skills.

Further information

Full details of the role can be found in the Job Description,

This is a full time, open ended role and you will be based in our South Kensington Campus.

We recommend including a short sentence to state candidates need to complete an online application.

Should you require any further details on the role please contact: Graeme Rae (g.rae@imperial.ac.uk)

The College is currently trialling a Work Location Framework until early 2023. Hybrid working may be considered for this role and the role holder may be expected to work 60% or more of their time onsite, with 40% the minimum time spent onsite. The opportunity for hybrid working will be discussed at interview.

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